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Users & Roles

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Users & Roles

Manage users within your organization and configure roles and permissions using tenant-scoped RBAC (Role-Based Access Control).

Scope: Workspace-scoped — requires organization administrator permissions and valid credentials for that workspace.

Understanding Tenant-Scoped RBAC

Role Scopes

Roles are scoped to different levels:

  • SYSTEM: Reserved platform roles — not assignable through workspace self-service; omitted from this guide.
  • TENANT: Organization-level roles (this documentation)
  • LOCATION: Location-specific roles (this documentation)

Customization Tier: SYSTEM_FIXED (cannot be changed)

Role Hierarchy

Roles follow a hierarchy:

  1. TENANT_PEOPLE: Baseline role (all authenticated users)
  2. TENANT_USER: Standard user role
  3. TENANT_MANAGER: Operations manager role
  4. TENANT_ADMIN: Full tenant administration

Customization Tier: TEMPLATED_OVERRIDE (pack provides role templates, you can create custom roles)

Location-Scoped Roles

Roles can be assigned at:

  • Organization Level: Applies to all locations
  • Location Level: Applies only to specific location

Managing Users

Adding Users

  1. Navigate to Admin → Users & Roles
  2. Click Add User
  3. Enter:
    • Email: User email address
    • Name: User name
    • Role: Assign default role
    • Locations: Assign to locations (optional)
  4. Click Send Invitation

User Roles

Users can have multiple roles:

  • Default Role: Organization-wide default role
  • Location Roles: Location-specific roles
  • Additional Roles: Additional role assignments

Managing User Access

  1. Find user in user list
  2. Click Edit on user
  3. Update:
    • Roles: Add/remove roles
    • Locations: Assign to locations
    • Status: Activate/deactivate user
  4. Save changes

Roles and Permissions

Role Templates

Industry packs provide role templates:

Healthcare Pack:

  • WARD_USER
  • OR_USER
  • PHARMACY_MANAGER
  • CENTRAL_STORE_MANAGER
  • QUALITY_USER

Retail Pack:

  • STORE_ASSOCIATE
  • STORE_MANAGER
  • DC_MANAGER
  • ANALYST

Manufacturing Pack:

  • QC_USER
  • COMPONENT_STORE_USER
  • PRODUCTION_MANAGER
  • RMA_MANAGER

Customization Tier: TEMPLATED_OVERRIDE (pack provides templates, you can create custom roles)

Creating Custom Roles

  1. Navigate to Admin → Users & Roles → Roles
  2. Click Create Role
  3. Configure:
    • Name: Role name
    • Description: Role description
    • Scope: TENANT or LOCATION
    • Permissions: Assign permissions
  4. Save role

Permission Categories

Permissions are organized by category:

  • Inventory: View, adjust, cycle count permissions
  • Shipments: Create, receive, track shipments
  • Forecasting: Create scenarios, apply events
  • Planning: View and execute recommendations
  • Admin: Organization administration
  • Finance: Financial data access
  • Trust: Trust and traceability features

Assigning Permissions

  1. Open role configuration
  2. Navigate to Permissions tab
  3. Select permissions to assign:
    • Category: Select permission category
    • Permissions: Check permissions to assign
  4. Save permissions

People Directory

Managing People

The People directory manages:

  • People Records: Person information
  • User Links: Links people to user accounts
  • Contact Information: Phone, email, address

People vs Users

  • People: Person records (can exist without user account)
  • Users: User accounts (must link to person)

Role Assignment Patterns

Organization-Wide Roles

Assign roles at organization level:

  • Applies to all locations
  • User has same permissions everywhere
  • Simplest pattern

Location-Specific Roles

Assign roles at location level:

  • Applies only to specific location
  • User has different permissions per location
  • More granular control

Mixed Roles

Combine organization and location roles:

  • Default org-wide role
  • Additional location-specific roles
  • System uses highest permission level

What Success Looks Like

User Management Success

  • ✅ All users have appropriate roles
  • ✅ Users can access needed features
  • ✅ Location-scoped roles properly assigned
  • ✅ User access changes take effect immediately
  • ✅ User management process documented

Role Configuration Success

  • ✅ Roles align with business needs
  • ✅ Permissions properly assigned
  • ✅ Role hierarchy clear
  • ✅ Custom roles documented
  • ✅ Role templates used when appropriate

Common Pitfalls

1. Not Understanding Role Scopes

Problem: Assigning SYSTEM roles or not understanding TENANT vs LOCATION scopes.

Solution: Understand role scopes:

  • SYSTEM roles are reserved for the hosted platform and are not assignable in customer workspaces.
  • TENANT roles apply organization-wide
  • LOCATION roles apply to specific locations

How to avoid: Review role scope documentation before assigning roles.

2. Over-Permissioning Users

Problem: Giving users more permissions than needed.

Solution: Follow principle of least privilege:

  • Assign minimum permissions needed
  • Use role hierarchy appropriately
  • Review permissions regularly

How to avoid: Make permission review part of user onboarding.

3. Not Using Location Roles

Problem: Using only organization-wide roles when location roles would be better.

Solution: Use location roles when:

  • Users need different permissions per location
  • Location-specific access control needed
  • Granular permission control required

How to avoid: Consider location roles during role design.

4. Not Documenting Custom Roles

Problem: Creating custom roles without documenting purpose and permissions.

Solution: Document all custom roles:

  • Purpose of role
  • Permissions assigned
  • When to use role
  • Who should have role

How to avoid: Make documentation part of role creation workflow.

Troubleshooting

User Can't Access Features

Symptoms: User has role but can't access expected features.

Possible causes:

  1. Role doesn't have required permissions
  2. Location role not assigned for specific location
  3. Permissions not properly configured
  4. Role assignment not active

Steps to resolve:

  1. Check user's role assignments
  2. Verify role has required permissions
  3. Check location-specific role assignments
  4. Verify role assignment is active
  5. Review effective permissions

Role Changes Not Taking Effect

Symptoms: Role or permission changes not reflected for user.

Possible causes:

  1. Changes not saved
  2. User session not refreshed
  3. Cache issue
  4. Database sync issue

Steps to resolve:

  1. Verify changes were saved
  2. Have user log out and back in
  3. Clear browser cache
  4. Check database for role assignments
  5. Contact support if issue persists

Can't Create Custom Role

Symptoms: Unable to create custom role or assign permissions.

Possible causes:

  1. Insufficient permissions
  2. Role creation not enabled
  3. System constraint
  4. Validation error

Steps to resolve:

  1. Check user has tenant admin permissions
  2. Verify role creation is enabled
  3. Review validation errors
  4. Check system constraints
  5. Contact support if needed

Permissions & Roles